Avatars Of The Earth Gathering Vendors Info 

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Vendor Information

Thank you for your interest to vend at Avatars Of The Earth Gathering. Our goal is to offer a variety of local foods and eco-friendly wares that support our vision of supporting conscious community and our planet. We hope to create a sustainable marketplace, incorporating our vendors into the art, music and energy of the space!

Vending Dates: September 27th –29th, 2019
Required Vending Hours:
  • Friday: 1:00 Pm – 12:00 Am
  • Saturday: 9:00 Am – 12:00 Am
  • Sunday: 9:00 Am – 12:00 Am

Guidelines

Check in: All vendors must check in on  Thursday September 26th, between 8:00 am and 11:00pm am and Friday September 27th 8:00 AM to 11:00 AM. All vendors MUST be checked in by 11:00 am on Friday. If you have any questions please contact our vendor coordinator @ vendorrelations.AOTEG@gmail.com

Set Up: All vendors spaces must be set up and ready to vend by 12:00 pm on September 27th / 9:00 Am September 28th / September 29th 9:00 am

Booth: To create a unified vendor village, Avatars of the Earth Gathering only provides power and a 10×10 space for vendors. Please bring your own booth and set up materials, including extension cords, tables and chairs, etc.

Camping: You may stay in a hotel or camp at the gathering. Vendors will have a specified camp ground near the vending zone if desired.

Strike: Vendors must plan on being wrapped and off site by Monday, September 30th at 12:00 pm.

Security: We will provide security for the gathering; however, we cannot be held responsible for your booth and goods. Please be secure at all times, especially if you are away from your booth.

Sound Systems: You may not bring in sound systems.

Power: We can offer 110v and 22v for an additional fee, please let us know on your application if you will need this type of electric.

Lighting: Please indicate the type of lighting you have.

Booth Supplies: Please bring all necessary supplies for your booth; power strips, 50 – 100 feet of extension cords etc.

Tables: Additional tables are available for local vendors for $50.00

Vehicles: Vehicles will only be allowed onsite Thursday September 26th from 8:00 Am to Friday September 27th 12:00 PM.

Disposal of Waste: Vendor must use a personal receptacle to store waste which includes, but is not limited to, grease. Vendor is responsible for the disposal of grease. Disposal of grease on the event property is strictly prohibited. It is mandatory that a tar mat be placed underneath food preparation equipment. All food vendors are required to maintain the cleanliness of his/her booth space. Booth space will be inspected after break-down has been completed.

Avatars Of The Earth Gathering Name and Logo: Any material containing the copyrighted Avatars Of The Earth Gathering, names and logos is strictly prohibited for use or sale by vendors.

Beverages (alcohol): Avatars Of The Earth Gathering hereby reserves the right to refuse any and all types of alcoholic beverage sale at Avatars Of The Earth Gathering. Vendors are strictly prohibited to sell or distribute any type of alcoholic beverage or water bottles at this event.

Amenities: The use of certain generators is permitted with Avatars Of The Earth Gathering committee approval. Also, all power cords must be taped down.

Items to Be Sold: One exhibitor/vendor is allowed per booth space. Display of items is limited to those named on the application. Upon signing this contract, vendors must write a list of all the food items to be sold and adhere to items listed.

Sales Tax: Transactions, including collection of California Sales Tax, are the sole responsibility of the vendor.

Counterfeit Merchandise: The sale of counterfeit merchandise is strictly prohibited.

Liability: Vendor participates in the event at his/her own risk. Vendor must provide a copy of his/her food permit and insurance policy to Avatars Of The Earth Gathering vendor relations. as additionally insured, upon signing this contract. In case of inclement weather or other Acts of God, vendor agrees to accept full responsibility for profits or loss or any missing, stolen items or damage to person or personal property.

Application Deadline: The deadline for submission of vendor application is September 1st, 2019

Cancellation: Written notification of cancellation of participation in the event with evidence of extreme conditions such as death or hospitalization must be submitted to the promoters no later than September 1st, 2019 for a partial refund of 50%.

Damages: If damage to public property/venue is incurred by vendor or representative participating in the event, he/she will be held liable for there pair or replacement of the damaged property. This applies to, but is not limited to, such items and areas as exterior fencing structures, trash cans, landscaping, tents and any other facilities or equipment.

Strict Enforcement: A monitoring committee continually enforces during the event the rules of the Avatars Of The Earth Gathering as set forth in this agreement. Violation of the rules will result in immediate ejection from the event with no refund (no exceptions). Violation of the outlined rules will also result in the exclusion from future Avatars Of The Earth Gathering All payments are due in full upon signing this agreement, in the form of cashier checks, money orders or credit card and must be made payable to The Awakening Systems

Vending Cost 

Food Vendors

We will be strictly limiting the total number of food vendors and will be charging $500.00 per booth for all 3 days till July 1st 2019. No commissions will be collected and cash sales will be exchanged and managed by your booth alone. {Power not included}

Please note that in an effort to support local food vendors, they will get first priority.

Food Vendor  Booth Fee after July 1st 2019 is: $700 – includes 1 tickets, parking passes for 1 vehicles & campsite location.

Food Vendor  Booth Fee after September 22nd 2019 is: $1,000 – includes 1 tickets, parking passes for 1 vehicles campsite location.

Payment is due in full no later than September 22nd, 2019 we accept all major credit cards, cash and checks.

Up to 3 additional tickets are available at a discounted rate of $89 per ticket before July 1st 2019 after July 1st price will be $111.00; please note in your application if you will need extra help at your booth.

Please note that shared booths will require additional fees.

Crafts & Merch Vendors

Craft & Merch Vendors Fee: $400 – includes 1 tickets, parking passes for 1 vehicles, campsite location and (1) 20 amp circuit power drop.

Craft Vendor  Booth Fee after July 1st 2019 is: $500 – includes 1 tickets, parking passes for 1 vehicles, campsite location and (1) 20 amp circuit power drop.

Craft Vendor  Booth Fee after September 1st 2019 is: $700 – includes 1 tickets, parking passes for 1 vehicles and campsite location.

Payment is due in full no later than September 22nd, 2019 we accept all major credit cards, cash and checks.

Up to 3 additional tickets are available at a discounted rate of $89 per ticket; please note in your application if you will need extra help at your booth.

Please note that shared booths will require additional fees.

Information Table – We will be offering a limited number of Information Tables that will be set up along side the other vendors. Items and Services are not to be sold from these tables, they are strictly for promoting your business &/or services.

$150 – Includes one table and two chairs.

Power – (2) Power outlets 110v $200

Power -(1) 30 AMP Plug $500

***Vendor Applications For 2019 Are Now Open!***

VENDOR FORM

 

Verification